Many companies require you to send PDF files instead of regular Word docs, and this can become frustrating if you don’t know why. Oftentimes, converting to a PDF may seem like a waste of your time–especially if you don’t know how! However, PDF conversion is an important aspect to smooth operations.
You may find that even a well-formatted document in Word looks completely different on other computers. For instance, if you’ve worked for hours to create a one-page resume with multiple columns, you may find that uploading it to a company website changes all its formatting and breaks it into three pages.
PDF files can help avoid this problem. When you convert a document to a PDF, what you see is what everyone else gets. There are also many more benefits to enjoy.
Read on to learn why converting to PDF is an important aspect of sharing files with coworkers and clients!
1. File Preservation
One of the main benefits of PDF conversion is the ability to maintain the integrity of your files. As you share Word documents from one computer to another, the format can change if people don’t have Word installed on their computers or a different version of Microsoft Word. If you use a special font or images, they may not look the same on other computers.
In worst-case scenarios, if your document has complicated formatting, the document may become illegible because of the shifting elements. This can appear unprofessional and waste precious time if your document is a deliverable for clients or you need feedback before proceeding further.
Online free PDF conversion can eliminate all these issues. Your document will continue to look the same regardless of the computer it’s being viewed on.
2. Small File Size
If you need to share large files that contain images, videos, presentations, and more, the file size can become an issue. Clients don’t want to wait for downloads that take several minutes long, especially if they’re struggling with slow Internet speeds. Large file sizes can also be an issue if you’re delivering multiple files and have limited storage space.
PDF files make this process easier because of your ability to compress information without impacting the quality. Regardless of how small you compress the PDF, it can still contain images, hypertext, and more. Even better, your formatting will remain the same regardless of how small you compressed the file.
3. Data Encryption
Often times you may need to pass along sensitive information that may contain addresses, phone numbers, credit card numbers, and more. In these cases, it’s important that there is some level of encryption so that the data remains protected. PDF files make this easy because they’re able to be password protected.
You can also change the level of encryption on your PDF in Adobe Acrobat. You can set it so that only the attachments of your PDF are encrypted, giving you greater flexibility if you want to add an instructional sheet.
4. Ubiquitous Format
If you haven’t made a practice of converting your files to PDF, you may be wondering if the benefits of PDF files matter. Technologies rise and fall over the years, and you don’t want to be stuck with files that no one is able to open. However, PDF technology is here to stay.
First created in 1993 by Adobe Acrobat, PDF files are still widely used today. Even people who aren’t computer literate are typically aware of what PDFs are and understand what to do when a company requests a PDF file. This makes it unlikely to fade away in the near future–you won’t have to worry about investing your time or money in a dying technology.
5. Searchable
A feature that many people forget is that all PDF files are searchable, even if they contain images, videos, and hyperlinks. This makes it easy for people to find what they’re looking for if they’re sorting through dozens or hundreds of pages. When it comes to legal documents, this is feature is especially important in order to quickly and precisely locate areas where you need to sign.
On your Mac, searching a PDF file is as easy as opening it in Preview and clicking Command + F. You can also navigate to the upper-right of the window and click on the search bar.
In Windows, you’ll need to have Adobe Acrobat reader in order to search PDF files.
Converting to PDF: It Only Takes a Second
When you consider all the benefits of converting to PDF, you’ll understand why it’s worth the few seconds it takes. Not only will your file’s integrity be saved, but you’ll also be able to enjoy other features. You can easily add links to your PDF documents that anyone can click on as well as videos, text, and more.
You’ll find that overall, sharing PDF files makes everyone’s lives easier. PDFs don’t require any special technology in order to be opened and viewed. Even better, it shows a level of professionalism and detail on your part if you ensure that your clients are receiving compressed, well-formatted files each time.
If you’re wondering how to use PDF files, it’s important to remember that you need to have Adobe Acrobat installed in order to edit documents. However, you don’t need it to view documents!
Are you ready to quickly convert your files into PDFs? Our free online document conversion tools take only a matter of seconds, and you can convert as many files as you like without added costs. Upload your documents today to get started!